This policy governs all refund requests for CVMI-2026 registration fees. Refunds are processed based on the date a valid written cancellation request is received by the organizing committee. We encourage all participants to review this policy before completing registration.

1. Refund Schedule – Standard Registration

Refund eligibility is determined by the date on which a written cancellation request is received at cvmi2026@coeptech.ac.in. 75% Refund Eligible On or before August 30, 2026 50% Refund Eligible September 1 – September 15, 2026 25% Refund Eligible September 16 – September 30, 2026 0% No Refund After October 1, 2026 or no-show

2. Non-Refundable Components

Regardless of the cancellation date, the following components of any registration fee are non-refundable:

• Payment gateway and transaction processing fees charged by the payment service provider.
• Bank wire transfer charges or currency conversion fees (if applicable).
• Administrative processing fee of INR 500 / USD 10 per cancellation request.
• Fees for printed conference materials, kits, or merchandise that have already been dispatched.

3. Refund Eligibility – Paper Authors

For authors who have registered in connection with an accepted paper, the following conditions apply:

• A refund will only be processed once an alternative author registration for the same paper is confirmed, to ensure the paper’s inclusion in the proceedings.
• If no replacement registration is made and the paper is withdrawn from the proceedings, the standard refund schedule applies but the paper will be excluded from IEEE Xplore and all indexed proceedings.
• Submission fees (if separately charged) are non-refundable under any circumstances.

4. Refund Eligibility – Workshop and Tutorial Fees

Request Received	Workshop / Tutorial Refund
15+ days before the event	50% of workshop fee
Less than 15 days before the event	No refund
No-show (no prior notice)	No refund

5. Conference Cancellation Refund

In the event that the organizing committee cancels CVMI-2026 entirely due to force majeure or other circumstances beyond its control, registered participants will receive a full refund of the registration fee, less non-recoverable costs. The committee will notify all registered participants via email within 5 business days of any such decision. If the conference is postponed rather than cancelled, registrations will be automatically transferred to the new dates. Participants who cannot attend on the rescheduled dates may request a full refund within 30 days of the postponement announcement.

6. How to Request a Refund

To submit a refund request, please follow these steps:

1. Send an email to cvmi2026@coeptech.ac.in with the subject line: “Refund Request – [Your Registration ID]”
2. Include your full name, registered email address, registration ID, and the reason for cancellation.
3. Provide your bank account details or payment method information for processing the refund.
4. The organizing committee will acknowledge your request within 5 business days and confirm eligibility.
5. Approved refunds will be processed within 30 business days of confirmation.

7. Refund Method

Refunds will be issued via the original payment method where technically feasible. If the original payment method is no longer valid or available, refunds will be processed via bank transfer to the account details provided in the cancellation request. International wire transfers may be subject to additional processing delays. The conference is not responsible for delays caused by banking institutions.

8. Disputes

If you believe a refund decision is incorrect, you may submit a written appeal to the organizing committee within 14 days of receiving the refund decision. Appeals will be reviewed and a final decision communicated within 15 business days. The decision of the organizing committee on all refund disputes is final.

Refund Requests & Queries

For all refund requests and related correspondence, please contact: Email: cvmi2026@coeptech.ac.in Address: COEP Technological University, Shivajinagar, Pune – 411005, Maharashtra, India